• Starting up the application procedure
• Submitting an application
• Assessment
• Letter of admission
• Letter of deferred admission

Starting up the application procedure

• The application form cannot be downloaded from the website: the form (in .pdf) is sent only by e-mail.
• Send an e-mail to internationalstudents@UGent.be. You need to mention:
• your first name and last name(surname) stated separately;
• the complete postal address;
• the date and place of birth;
• the programme at UGent that you are applying for (check "Studying at UGent" for more information);
• a confirmation that you have read, understood and accept the admission requirements.

Remarks:

• You can apply to start for a specific academic year. You cannot apply for a semester.
• Applications are individual. A file number is assigned to each request. This file number is unique and cannot be transferred to another applicant.
• You can only apply for one programme at a time. This means that you must await the outcome of one application before a new (and well motivated) second application can be started up.
• The processing of your application will take an average of 3-4 months after receipt of your complete application package.

Submitting an application

Applying at UGent is free of charge.

1. Make sure that your completed application form is dated and signed.
2. Enclose the required documents:
1. A legalised copy of your basic diploma and its transcript of records;
2. A translation of these documents into Dutch, French, German or English, translated by a sworn translator;
3. A curriculum vitae;
4. If you have never studied at a university before, the form "Certificate attesting the equivalence of a foreign diploma for the purpose of access to a bachelor at a Flemish University": correctly filled in;
5. A document explaining the grading/credit system in your country: the system which expresses how your school work is evaluated can differ from country to country. To allow us to assess your application we need to understand your transcripts (report card) and the grading system that was used;
6. If you are a political refugee: an original letter stating that you are a political refugee;
7. If you wish to do a Ph.D, you need to provide a provisional description of the doctoral dissertation (research plan), the methodology, timing, proposed title, proposed supervisor and any previously accomplished research related to the present proposal;
8. Proof of Dutch / English proficiency, depending on the programme that you are applying for.
3. Enclose any documents that can add value to your application (recommendation letter, certificates of programme-related courses, letter of motivation, ...).
4. Make sure that you submit the application package before the deadline.
5. Send the application package by post to the International Admissions Desk. Since we require original documents, you cannot email or fax your application package.

Assessment

1. The International Admission Desk assesses your application, based on the submitted documents. The desk checks if you meet the general admission requirements for that programme and if all the required documents are submitted.
2. Your application is sent to the faculty, which will assess the academic quality and suitability of your application. It is important that you take care over your application and select supporting materials that best illustrate your academic achievement and future potential.
3. The Faculty Council will formally notify the rector of its decision and will return your file to the International Admissions Desk.
4. The International Admissions Desk will inform you of the decision by sending you an official letter, signed by the rector. When accepted this is called the letter of admission.

Remark:

• Submitting additional documents after you have submitted your application, will not be beneficial to your application, since your file can be in several departments at the faculty, at the International Admissions Desk, ... It is important that you have your file complete before submission, unless you are requested to provide us with further information.

Letter of admission

• apply for a visa
• apply for a scholarship
• enrol for the Preparatory Year of Dutch
• enrol as a UGent student

The letter of admission will state the following information:

• Your details and file number;
• the programme that you were admitted to, and the faculty where the programme is organised;
• the date when the decision was made by the Faculty Board;
• the academic year in which you are admitted (not for PhD students);
• where you have to go and what you have to bring to enrol.

Letter of deferred admission

It is possible that you have received a letter of admission, but that due to circumstances, you need to defer your admission. For that you need to contact us by sending an email to admission@UGent.be. Please mention:

• your full name;
• your file number;
• the programme that you are admitted into;
• request for a deferred admission.

The request will be reviewed and when successful, you will receive a letter of deferred admission stating:

• Your details and file number;
• the programme that you were admitted to, and the faculty where the programme is organised;
• the date when the decision was made by the Faculty Board;
• the academic year to which you admission is deferred;
• where you have to go and what you have to bring to enrol.

Remark:

An application for a doctorate is not linked to an academic year. This means that PhD students are not required to enrol prior to the start of an academic year. When a letter of admission is issued for a doctorate, there will not be stated in which academic year you must enrol. Therefore, you do not need to request for a deferred admission.